Administrative Asst I

QK4 INC.; Lyndon (KY); On-site; USD 33,000 - 41,000; Full time

Benefits offered by this job

401k Retirement plan with employer-m回

Medical, dental, vision, and life保险

Wellness reimbursement program

Flexible work schedule

Tuition assistance

Job summary

QK4 is seeking an Administrative Assistant to support its Civil/Site engineering team in Louisville, KY. This role focuses on day-to-day administrative tasks, project administration, and document preparation, with involvement in proposal coordination and accounting processes.

You will work closely with engineers, project managers, and staff, managing multiple priorities and deadlines in a collaborative environment. Prior experience in a professional services setting is a plus.

Qualifications

• Experience in administrative support, project coordination, or related role.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Strong organizational and time-management skills.
• Effective written and verbal communication.

Responsibilities

• Provide day-to-day administrative and coordination support to Civil/Site engineers, project managers, and technical staff.
• Maintain project tracking systems, schedules, status reports, and task lists to monitor assignments, deadlines, and progress.
• Prepare, format, proofread, and distribute project-related documents, reports, presentations, and materials.
• Coordinate meetings, calendars, and communication among team members; assist with scheduling.
• Assist with permit applications, agency submissions, document processing, and other administrative requirements.
• Prepare, assemble, and distribute project deliverables, including plans, reports, and exhibits.
• Coordinate conference registrations, travel arrangements, memberships, sponsorships, and training activities.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Education

High school diploma

Tools

Adobe InDesign

CRM software

Document management systems

Project management software

Job description

• Location 9920 Corporate Campus Drive,Suite 1200,Lyndon, KY, 40222,United States
• Base Pay $24.00 - $30.00 / Hour
• Job Category Administrative
• Employee Type FT Non-Exempt
• Required Degree High school

Contact information

• Email [e-mail]

Description

Are you seeking a new career step in an administrative role in the AEC industry? We have an exciting opportunity for you to support our Civil/Site team in our Louisville, KY office. Qk4's culture of learning and development will lead to continued professional growth while working in a collaborative environment.

Position Overview

Qk4 is seeking an organized, detail-oriented Administrative Assistant to support our Civil/Site engineering team in Louisville. This position serves as a key administrative resource for the department, providing day-to-day support to engineers, project managers, and technical staff, with a strong emphasis on project administration, proposal coordination, and document preparation.

The role also includes supporting departmental accounting processes and general office operations as needed.

The ideal candidate is resourceful, dependable, and proactive, with strong organizational and communication skills. They enjoy working collaboratively, managing multiple priorities, and keeping people, projects, and deadlines on track.

Duties and Responsibilities

Administrative and Project Support

• Provide day-to-day administrative and coordination support to Civil/Site engineers, project managers, and technical staff.
• Maintain project tracking systems, schedules, status reports, and task lists to help monitor assignments, deadlines, and project progress.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, meeting materials, and other project-related documents.
• Coordinate meetings, maintain calendars, document meeting discussions, and assist with scheduling and communication among team members.
• Assist with permit applications, agency submissions, document processing, and other project-related administrative requirements.
• Prepare, assemble, and distribute project deliverables, including printing, binding, and coordinating delivery of plans, reports, and exhibits.
• Coordinate conference registrations, travel arrangements, professional memberships, sponsorships, and training activities.

Proposal and Business Development Coordination

• Coordinate the preparation, assembly, and timely submission of proposals, statements of qualifications, and prequalification packages.
• Work with project managers and technical staff to gather, organize, and format information needed for proposal submissions.
• Compile and maintain employee project resumes, project descriptions, qualifications, and supporting documentation for proposals and business development activities.
• Monitor public procurement websites for requests for proposals (RFPs) and potential project opportunities.
• Track proposal deadlines, submission requirements, and supporting materials to help ensure accurate, complete, and timely responses.

Accounting and General Office Support

• Assist with departmental accounting activities, including client invoicing, expense reports, credit card reconciliation, and accounts receivable tracking.
• Support the organization and processing of financial documentation and related administrative records.
• Provide general office assistance, including reception coverage, supply purchasing, and other administrative tasks as needed.

Requirements

Minimum Qualifications

• Previous experience in administrative support, project coordination, office administration, or a related role.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Strong organizational and time-management skills.
• Effective written and verbal communication skills.
• Strong attention to accuracy, formatting, and detail.
• Ability to manage competing priorities, meet deadlines, and work both independently and collaboratively.

Preferred Qualifications

• Experience supporting engineering, architecture, construction, or other professional services organization.
• Experience coordinating proposals, statements of qualifications, or other deadline-driven submissions.
• Experience supporting project invoicing, expense reporting, or financial tracking.
• Familiarity with project management, accounting, customer relationship management (CRM), or document management systems.
• Experience using Adobe InDesign software.

Summary

Cultural Fit

Our company's success hinges on ensuring our clients are satisfied, which we achieve by taking great care of our employees. Our core values of teamwork, integrity, performance, and sustainability are woven into our daily work.

• We work together and support each other.
• We treat each other the way we want to be treated, and we do what we say we are going to do.
• We give it all we've got each day.
• We connect our proud past with a promising future, learning from each other and looking to be better.
• We support internal growth and development of employees through membership in professional associations, credential pursuits, continuing education, and tuition assistance.
• An organizational culture that is committed to your success.
• Work schedule flexibility - life happens! We can roll with you when needed to meet personal commitments and encourage time off between projects for leisure activities.
• Comprehensive benefits package with low-cost medical, dental, vision and life insurance coverage for you and your family.
• Employee wellness reimbursement program including gym reimbursement and more.
• One-on-one personal financial advisor consultations at no cost to you.
• 401k Retirement plan and employer match.
• Complimentary mental health services for employees and their families by licensed behavioral health providers.

QK4 is an Equal Opportunity/ Aff… QK4 is an Equal Opportunity/ Affirmative Action Employer and a Drug Free Workplace. We do not discriminate based upon race, color, creed, sex, gender identity, age, disability, religion, national origin, marital status, veteran status, or any other characteristic protected by law.